Manages the FM District administrative office operations by directing and facilitating the day-to-day functions of the office to ensure smooth operation. Participates as an active member of the FM wide District administrative team.
Develops District administrative procedures through analysis and in collaboration with other District Administrative Managers to ensure consistency and efficient operations.
Serves as the district liaison for vendors, employees and University departments by utilizing knowledge of organizational and operational policies and practices for facilities related needs.
Triage and manage district requests, escalate to District Leader as appropriate and disperse majority to FM management.
Compiles District data, reporting requirements, and processes, including monthly and annual departmental reports. Manages the collection and compilation of business data including metrics and budgetary details.
Contributes in establishing departmental goals, objectives, systems and processes that help capture opportunities for increased service delivery and efficiencies by acting as a member of the District management team. Analyzes current business processes and makes recommendations to improve systems, methods and practices. Implements standard operating procedures for office administration; develops manuals to document established procedures, protocols and timelines.
Manages District-wide space utilization and procurement - approves and facilitates requests.
Provides supervision and direction to student support staff
Develops and manages processes to ensure needs for administrative support services for 2nd and 3rd shifts supervisors and managers are delivered.
Manages District-wide calendar and plans/organizes District meetings and events.
20% Financial Duties:
Manages District administrative budget through data collection, expense reconciliation, review and monitoring.
Establishes annual purchase orders and authorizes billings for office equipment, chiller operations, fire extinguisher contracts and other District services.
Works directly with vendors to reconcile billing and negotiates adjustments as necessary.
Serves as District purchasing card coordinator, facilitates and manage payment reports for District cardholders.
Responds to inquiries regarding billing, invoicing, purchasing, and cost allocations.
30% Operational Duties:
Manages District vehicle fleet including contract administration, cost allocation, maintenance, and required driver's training; coordinates with Fleet Services to address contractual or service questions/issues.
Oversees contracts with Parking Services and tracks usage of Official Vehicle, Loading Dock, Vendor Visitor and other authorized parking access hangtags.
Establishes and explains policies and procedures related to processing work orders, requesting work to be completed, obtaining building permits, and initiating projects.
Utilizes computer software including Microsoft Office suite (Word Excel) and management reporting systems (i.e. COMPASS, FCA) to maintain data and generate reports.
Addresses customer inquiries regarding facilities and operations, work orders and projects.
Serves as contributing member to special projects and team initiatives.
Manages key and card access for district personnel
Manages mobile phones for District staff
Human Resources Duties
Provides District orientation information and resources to assist in onboarding of new staff.
Manages district wide requirements for employee handbooks signatures and essential employee notifications.
Works with FM supervisory staff
Minimum Qualifications:
BA/BS with at least two years of experience or a combination of related education and professional level administrative experience to total six years.
Preferred Qualifications:
Experience preferably in a facilities or property management environment.
One year of supervisory experience is preferred.
Demonstrated knowledge, Skills and Abilities:
Ability to work both independently and as a team player in a fast-paced, deadline driven environment
Self-starter comfortable with high degree of independent judgment who takes initiative to obtain results
Skill in interpreting and analyzing application of policies, rules, and contract provisions
Skill in developing business or operational reports that convey financial, personnel or performance data
Ability to maintain confidentiality and deal with sensitive information
Demonstrated ability to serve a broad, diverse customer and employee base
Customer service orientation with well-developed oral skills and strong written aptitude
Strong computer proficiency with spreadsheet, word processing and database software
Office administration and supervisory experience.
Knowledge of facilities management/operations environment.
Internal Number: 337576
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
